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Job Description:
Position Overview
The Administrative Assistant - Vehicle Fleet Management provides administrative and operational support to the Fleet Manager and broader fleet operations team. This role is responsible for coordinating documentation, data entry, scheduling, and communication related to company vehicles to ensure safe, compliant, and cost-effective fleet operations.
Key Responsibilities
Maintain and update fleet asset records (vehicle inventory, VINs, license plates, titles, assignments, mileage, utilization, etc.) in the fleet management system.
Track and schedule routine and corrective maintenance, inspections, and repairs; coordinate with internal staff, vendors, and service providers.
Monitor and support compliance with company policies and applicable regulations (e.g., registrations, inspections, emissions, insurance, safety documentation).
Assist with driver onboarding/offboarding processes related to vehicle assignments, keys, fuel cards, telematics devices, and required documentation.
Process and reconcile fleet-related invoices, purchase orders, and expense reports; work with Procurement and Finance as needed.
Support fuel card administration, including card issuance, cancellations, PIN management, and usage audits.
Collect, compile, and validate data to support fleet reporting (utilization, downtime, cost, fuel consumption, safety metrics, etc.).
Respond to routine inquiries from drivers, supervisors, and vendors regarding vehicles, maintenance, fuel cards, and related processes.
Maintain organized digital and physical filing systems for fleet documents (titles, registrations, insurance certificates, maintenance records, etc.).
Assist with accident/incident reporting and documentation, including gathering information and coordinating with Risk/Insurance as directed.
Support the implementation and administration of telematics or GPS systems, including data accuracy checks and basic troubleshooting coordination.
Prepare correspondence, forms, and basic presentations or reports as requested by the Fleet Manager or department leadership.
Perform general administrative duties such as meeting scheduling, calendar support, note-taking, and distribution of communications related to fleet operations.
Required Qualifications
High school diploma or equivalent.
2+ years of administrative experience in an office, operations, logistics, or related environment.
Proficiency with Microsoft Office Suite (Outlook, Excel, Word, PowerPoint).
Experience managing data in spreadsheets, databases, or business systems.
Strong attention to detail and accuracy in data entry and recordkeeping.
Effective written and verbal communication skills.
Ability to organize and prioritize multiple tasks with limited supervision.
Preferred Qualifications
Experience supporting vehicle fleet, transportation, logistics, construction, or field operations.
Familiarity with fleet management, maintenance tracking, or telematics systems.
Basic understanding of vehicle documentation (titles, registrations, inspections, insurance).
Experience working with external vendors and service providers.
Competencies
Demonstrated reliability, professionalism, and customer service orientation.
Ability to work collaboratively with field staff, drivers, managers, and support departments.
Problem-solving mindset with willingness to learn fleet processes and systems.
Ability to handle confidential information and sensitive data appropriately.
Clearance / Other Requirements
Must have a valid driver's license.
Must be able to meet Parsons' employment and background verification requirements.
Security Clearance Requirement:
None
This position is part of our Federal Solutions team.
The Federal Solutions segment delivers resources to our US government customers that ensure the success of missions around the globe. Our intelligent employees drive the state of the art as they provide services and solutions in the areas of defense, security, intelligence, infrastructure, and environmental. We promote a culture of excellence and close-knit teams that take pride in delivering, protecting, and sustaining our nation's most critical assets, from Earth to cyberspace. Throughout the company, our people are anticipating what's next to deliver the solutions our customers need now.
We value our employees and want our employees to take care of their overall wellbeing, which is why we offer best-in-class benefits such as medical, dental, vision, paid time off, Employee Stock Ownership Plan (ESOP), 401(k), life insurance, flexible work schedules, and holidays to fit your busy lifestyle!
Parsons is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, veteran status or any other protected status.
We truly invest and care about our employee's wellbeing and provide endless growth opportunities as the sky is the limit, so aim for the stars! Imagine next and join the Parsons quest-APPLY TODAY!
Parsons is aware of fraudulent recruitment practices. To learn more about recruitment fraud and how to report it, please refer to https://www.parsons.com/fraudulent-recruitment/ .
About Us
Parsons is a digitally enabled solutions provider focused on the defense, security, and infrastructure markets. With nearly 75 years of experience, Parsons is uniquely qualified to deliver cyber/converged security, technology-based intellectual property, and other innovative services to federal, regional, and local government agencies, as well as to private industrial customers worldwide.
Parsons is an equal opportunity, drug-free employer committed to diversity in the workplace. Minority/Female/Disabled/Protected Veteran/LGBTQ+.
For more about Parsons, visit parsons.com and follow us on Facebook, Twitter, LinkedIn, and YouTube.
